Substitute Teacher and Student Attendance Coordinator

Title: Substitute Teacher and Student Attendance Coordinator

Reports To: Program Administrators and Southeast Administrators

FLSA Status: Non-Exempt

Starting Hourly Rate: $20.00

Position Hours: Monday-Friday, 6:00 AM- 2:30 PM

Qualifications:

• Undergraduate degree preferred but not required. High School Diploma or equivalent required.
• Proficiency with computer software, databases, and technology and the ability to learn and implement new systems
• Ability to remain organized, accurate, and friendly while managing various projects and actions throughout the day
• Two years of experience in a school district preferred

Core Competencies:

• Strong desire to be part of a team that puts the needs of exceptional students first
• Demonstrated organizational skills, google proficiency, and phone etiquette
• Excellent interpersonal and verbal/written communication skill
• Effective collaborative problem-solving ability and independent work ethic

Duties and Responsibilities:

1. Coordinate daily and long-term substitute coverage for teachers, paraprofessionals, and support staff.
2. Monitor employee absences and promptly assign substitutes using district systems
3. Maintain an updated roster of available substitutes and their certifications, availability, and performance history.
4. Coordinate with program clerical staff regarding the attendance of students to ensure and assign appropriate sub coverage
5. Proactively communicate with substitutes to confirm assignments, provide location and program information, and address schedule changes.
6. Prioritize coverage for classes/roles based on urgency and staffing requirements.
7. Serve as the primary contact for substitute teachers and support staff.
8. Maintain accurate attendance, payroll, and substitute-tracking records.
9. Collaborate with school administrators to understand staffing needs and upcoming absences.
10. Assist with new substitute onboarding, training, and orientation processes.
11. Ensure all substitutes meet district and state compliance requirements (credentials, background checks, certifications).
12. Provide timely updates to administrators and teachers
13. Offer ongoing support to substitutes regarding school procedures, expectations, and daily logistics.
14. Support crisis or emergency staffing needs as they arise.
15. Evaluate substitute performance feedback and assist in identifying high-quality candidates.
16. Help implement strategies to improve substitute recruitment, retention, and job satisfaction.
17. Assist in maintaining a positive and professional experience for substitutes, staff, and students.
18. Assist with student attendance record keeping as needed.
19. Work closely with contractual agencies daily to ensure proper communication and coverage
20. Research, compile, assimilate, support, and prepare accurate and organized documents, projects, presentations, and reports
21. Read and screen incoming phone calls, correspondence and reports; make preliminary assessment of the importance of materials, address them as appropriate, and organize and prioritize documents
22. Participates in and /or coordinates committees and take minutes as requested
23. Establish and maintain various filing and records management systems, including google suite and automation
24. Cross Train with other departments as requested and cover for other departments during absences or when additional support is needed, as requested.
25. Assist with department budget development, coordinate purchase orders for the department, and oversee accounts.
26. Attend professional development opportunities and engage in ongoing education in order to support a system of learning and improvement and the overall efficiency and functioning of the organization, including staff meetings.
27. Maintain confidentiality in matters of student and staff personnel information
28. Other duties assigned by the supervisor.

Physical Demands and Work Environment:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to stand, walk, sit, bend, climb stairs, write, type, speak and listen. In addition, the employee may occasionally be required to twist and reach. Specific vision abilities required by this job include close, peripheral and distant vision. Ability to work in an office environment, setting, standing, light lifting, filing, operate office machines and computers, communicating with staff, visitors and others. Occasional lifting, otherwise non-demanding physical office activities.

The noise level in the work environment ranges from quiet/moderate to loud. The employee is frequently required to interact with other staff and visitors. The employee is directly responsible for the safety and well-being of students.

The statements in the job description are intended to describe the general nature and level of the work to be performed by (an) individual(s) assigned to this position. They are not an exhaustive list of all duties and responsibilities related to the position. This job description will be reviewed periodically as duties and responsibilities change with business necessity and School Board Policy and procedures. Essential and marginal job functions are subject to modification. Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this job at any time.

Terms of Employment: 189-day work year at compensation set by the SASED Board of Directors.

Evaluation: Performance will be evaluated by the Program Administrators in accordance with the SASED Board of Directors policy on evaluation.